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Toronto: Events Coordinator

Application Deadline: March 31, 2020

Start date/term of position: Full time, permanent


Evergreen is currently looking to add an Events Coordinator to its Hospitality & Events team.  With a keen eye for detail and organization, the successful candidate will be an enthusiastic team-player who is ready to kick-start a career in the events industry.  The Events Coordinator plays an important administrative role within the Hospitality & Events team, and helps to ensure this significant piece of Evergreen’s social enterprise thrives. 

About the Role:

The Events Coordinator plays a critical role within the Hospitality & Events team, helping to keep things organized and on time.  The Events Coordinator works closely with our Finance team to reconcile and consolidate invoices and ensure payment, and provides general support to rest of the Hospitality & Events team by executing a wide-variety of event focused tasks.  With a can-do attitude and a focus on team work, the Events Coordinator thrives in a fast-paced environment and recognizes that small details help shape the big picture.

Key Responsibilities:

  • Provide critical administrative support to the Hospitality and Events Team including:
    • Data input (CRM, event work orders)
    • Preparing event BEO’s
    • Building out client floor plans
    • Assisting with event supplier orders
    • Preparing client estimates
  • Liaise with suppliers and internal Finance department to ensure prompt and accurate event reconciliation and invoicing
  • Assist in the collection and tracking of event payments
  • Create and send out weekly reports to the team as needed for things like deposits required, event holds
  • Contribute to special projects as they emerge, such as revamping event collateral, building new tracking mechanisms and procedures
  • Assist Event Manager with the planning of events on an as needed basis
  • On-site assistance with event execution on an as needed basis
  • Liaise with exclusive and/or approved partners to ensure clients’ needs are met and exceeded
  • Ensure that events are executed in a safe, orderly and disciplined manner in accordance with Evergreen’s policies and Health & Safety standards
  • Demonstrate a commitment to good internal communications and positive workplace culture
  • Model Evergreen’s core values

About You:

You excel in the following areas:

  • Customer-focus. Anticipate, understand and respond to the needs of internal and external clients to exceed their expectations
  • Attention to detail. Ensure seamless planning and execution of each and every event
  • Calm under pressure. Demonstrate composure during the peak event season and an ability to multi-task
  • Communication. Speak, listen and write in a clear, confident, respectful, thorough and timely manner using appropriate and effective communication tools and techniques
  • Other. Strong logistical, administrative and interpersonal skills and ability to use initiative

You have the following qualifications:

  • Post-secondary education or certificate in Hospitality/Events, or equivalent experience
  • Advanced MS Office, Excel experience
  • Demonstrated commitment to customer service
  • Excellent communication and interpersonal skills
  • Ability to work independently as well as part of a team
  • Experience using event tracking software, such as Caterease, is considered an asset

Additional Information:

Reporting Relationships:

  • Supervised by Senior Manager, Events

Working conditions:

  • Position is based out of Evergreen’s head office at Evergreen Brick Works in Toronto
  • Office environment during regular working hours, as well as onsite on weekends and evenings
  • Able to work in a fast pace environment

Contract:

  • Permanent, full-time

How to Apply:

Cover letters and resumes can be submitted by e-mail to humanresources@evergreen.ca.
Please Reference “Events Coordinator” in the subject line.

By Mail to Attention: Human Resources
Centre for Green Cities, Suite 300
Evergreen Brick Works, 550 Bayview Avenue
Toronto, Ontario M4W 3X8

Evergreen welcomes applications from persons of diverse backgrounds and is an equal opportunity employer.  As an organization that works to impact how cities are built and lived in, we encourage applications from the diverse communities that we serve. Accommodation will be provided in all parts of the hiring process as required under Evergreen’s Accommodation policy. If you require accommodations, please let us know of your needs in advance. We sincerely thank all candidates for their interest.  However, only those selected for an interview will be notified. No phone calls please.